BID/JOB ANNOUNCEMENT

SENIOR ADMINISTRATIVE ASSISTANT

CHICAGO PUBLIC LIBRARY

CORPORATE AND PRIVATE EVENTS

Number of Positions: 1

(Additional vacancies possible pending budget approval)

Starting Annual Salary: $60,720

This position is open to the public and all current City employees covered under the City’s collective bargaining agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) – BARGAINING UNIT 1, 3, 4 5. Only employees in City job titles in this bargaining unit are eligible to bid.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

1. Check the box on your profile titled “Currently employed by the City of Chicago”

2. Enter your employee ID (located on your pay stub labeled ‘payee/employee number’)

3. Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

Applications for this position will be accepted until 11:59pm CDT on 09/24/2025

ESSENTIAL DUTIES

Coordinates all event logisticsby communicating with rental clients, planners, and partners to secure all needs for a seamless event experience. Managesvendor relations, ensuring all necessary documentation and permits are in place and providing clear instructions on building operations. Leads site visits and walkthroughs for clients, planners, partners, and key stakeholders. Drafts and executes event contracts. Drafts and executes all necessary reports to request support from security, audio-visual, maintenance, engineers, and building management teams. Provides onsite event management, acting as the primary point of contact for clients, planners, vendors, and building management to ensure all program expectations and department policies are met. Utilizes event management software to maintain accurateand current event details and records. Manages department administration, including digital and physical file management, daily correspondence, and timekeeping. Assistswith department inquiries, answering and directing incoming phone calls and emails as needed. Overseefinancial administration by ordering supplies, submittinginvoices, and processing payments with the finance department.

Additional duties may be required for this position.

Location: 400 S. State St - Corporate and Private Events

Days: Monday - Friday

Hours: 8:00AM – 4:00PM Some evenings and weekends may be required for events

THIS POSITION IS IN THE CAREER SERVICE